Executive Assistant to CEO

• The primary point of contact and liaison for internal and external constituencies on all matters pertaining to the Chief Executive Officer
• The primary executive support to the Board of Directors

]Essential Duties:

• Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and related tasks.
• Plans, coordinates and ensures the CEO’s schedule is followed and respected; provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, Five Acres executives, staff and others, on matters related to CEO’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, including those with organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead Five Acres.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Participates as an adjunct member of the Executive Team including scheduling and attending meetings; and following up on executive team assignments to ensure completion as planned.
• Arranges travel and meetings by developing itineraries and agendas; arranging transportation, lodging and meeting accommodations.
• Enhances both the CEO’s and Five Acres’ reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

• Represents the CEO with the Board of Directors to answer questions, resolve issues, facilitate the Board’s work, and plan for meetings; develops and maintains effective and supportive working relationships with the Board members; assists directors make consistent decisions by advising them of historical precedents, or operational or fiscal constraints.
• Plans, coordinates and attends Board meetings including regular meetings, committee meetings, board retreats, and strategic agency planning retreats; prepares and distributes agendas, minutes, and informational materials including financial statements budgets and strategic/operating plans.
• Acts as the historian for all meetings keeping the agenda on task, taking minutes and following up on assigned action steps.
• Participates with the CEO and other executives to provide training to Board members.
• Provides administrative and informational support to the Board as needed.
• Maintains up-to-date contact information and personnel records, rosters and or charts for committee members, board of directors, ambassadors and emeritus.
• Maintains an up-to-date board and committee related manuals and materials (board manual, etc.) and periodically oversees re-publication and distribution.
• Coordinates Agency Leadership/Board annual events calendar.

PROJECT MANAGEMENT:

• Event manages the annual agency events including but not limited to Leadership Retreat, Agency Address, Board Celebration, Staff Wellness Picnic, Holiday Engagement and CEO minor events (5jamma slamma, etc).
• Lead a quarterly EA meeting to ensure the team is aware of board and leadership related updates, align EA processes and ways to improve processes and provide C-level requested trainings to the team.
• Participates as a member of Process Counsel to assume a leadership role to improve quality results by studying, evaluating, and re-designing processes; implementing changes.
• Project manager with the COA agency reviewer to complete periodic agency National Accreditation process.

• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
• Maintains confidentiality regarding children, families and Agency operations.
• Exercises good judgment in the performance of duties and responsibilities.

Qualifications:

• Bachelor’s degree required
• Effective computer skills including typing at a minimum 75 WPM. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Math skills sufficient to monitor budgets, prepare spreadsheets, calculate/balance invoices/expense reports, and similar
• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
• Experience and interest in internal and external communications, partnership development, and fundraising
• Project management skills, PMP preferred
• Demonstrated organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level of skills in written and verbal communications
• Demonstrated ability to take a proactive approach to problem-solving with strong decision-making capability
• Highly resourceful team player, with the ability to also be independently effective in accomplishing assignments
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Sensitivity to the different cultures represented among clients, Board and staff
• Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier